Numbers Collected From Your Practice Software
When your practice management system is connected, SOPHIE fills in Scoreboard numbers for you every night. Nobody has to copy last week's collections out of a report, and the board always agrees with your system of record. These rows carry the COLLECTED tag, and their assignee is SOPHIE.
To connect your system, see Practice management integration.
What SOPHIE can collect
You pick what to collect by name, not by report column. SOPHIE uses the same plain names whichever system you run, so "Collections" means the same thing everywhere — and if you ever change systems, your Scoreboard keeps working.
| Area | What you can collect |
|---|---|
| Production | Production, Gross production, Net production |
| Collections | Collections, Adjustments |
| Leads | New leads, New leads scheduled |
| Patients | Patients seen, New patients |
| Accounts Receivable | Total outstanding balance; Net outstanding balance; Outstanding balance, week filter; Net outstanding balance, week filter; Patient balance; Insurance balance; Account credits |
Which of these are available depends on the reports your practice has connected. Something your connected reports don't supply is greyed out with "no connected report supplies this".
To collect a number on one of your own metrics, choose Sophie collects it when you create it, or open the row in Manage KPIs and use Auto-collect from PMS. Where your data has the detail, you can narrow a measure to one provider or one age bracket, or leave it on Whole practice. See Setting up metrics and goals.
Production and A/R are the net figures
The standard Production row on the Scoreboard shows net production — what the work is worth after adjustments and write-offs — because that's the money the practice actually realises. If you also want the figure before write-offs, add your own metric and collect Gross production (where your system supplies it) or Production.
The standard Accounts Receivable rows are net too: what's outstanding minus credits already sitting on patient accounts, such as prepayments. Those credits are money you already have. See Accounts Receivable, two ways.
When numbers arrive
- Every night, SOPHIE pulls the week so far — Sunday through yesterday — and refreshes every day in it. Payments keep arriving for earlier days (a payment is often filed against the visit it pays for), so a day's figures can still change later in the same week. By the time the week closes, it reflects everything your system had for it.
- This week's cell shows — with collects overnight under it until the first figure lands.
- Days you're closed are fine. A quiet day is a day with nothing to collect, not a failure.
- Daily figures become a weekly cell the sensible way: things that add up, such as collections or new patients, are summed across the week. A balance, such as A/R, takes the most recent reading instead — adding up seven daily balances would give you a number seven times too big.
When someone changes what a row collects, SOPHIE starts gathering the numbers in the background and the header says collecting. If it takes longer than expected, the board says "Your new numbers are still being collected. This runs in the background and can take a few minutes." Click Check again to re-read the board.
If you need history re-pulled from your system — for example after fixing something in your practice software — contact support. The LeadWell team can re-pull a range of months or re-collect a particular week for you.
Why you can't type over a collected number
Your practice management system is the record. If the Scoreboard showed a different number for a week, it would look just as authoritative as the real one, and nobody looking at that week later would know which to trust. So a collected cell has no way to type into it, and neither does a computed one, which SOPHIE re-works out from its parts every time.
If a collected number looks wrong:
- Open the cell's detail panel to see which report it came from and when.
- Check the same period in your practice management system. Remember that Scoreboard weeks run Sunday through Saturday, and that the Production and A/R rows are net figures.
- If your system says something different from the board, contact support — something is wrong in how the report is being read, and we'll fix it at the source.
Saving a week from the board never changes a collected number. Comments on collected cells are kept.
Overridden cells
A few practices still have collected cells that someone corrected by hand in the past. They show a small amber triangle before the number. Open the cell's detail panel to see an Overridden box with who changed it, when, what the collected figure was, and their reason.
Click Revert to collected to bring the collected number back. The cell then stays in step with your system from then on.
"Not collected" versus zero
- $0 or 0 means a confirmed zero. For a count, such as new patients, a week SOPHIE collected with nothing in it really is zero. For a provider's breakdown row, a week where the total has a figure but the provider has nothing is also a zero.
- — not collected means no figure arrived for that period. It is not a zero, and it is left out of every total, goal and pace calculation.
- A row's numbers start from the week it was first collected. Before that it simply has no numbers.
A balance such as A/R can only be read as of today, so its history starts the day it was connected. Weeks before that stay empty rather than showing a balance nobody measured.
How each number says how it was calculated
Open a collected row in Manage KPIs and look at Where the number comes from. It names the measure, the report it comes from and when it was last collected ("Last collected 6:04 AM today", for example). For a breakdown row it also says which provider — or which providers, added together.
Expand How it is calculated to see the exact arithmetic SOPHIE runs: the operation, the columns it reads from your report (using your system's own column names, so you can check them yourself), any rows it filters to, how it splits by provider, and the source report. This is read from the same setup that produces the number, so it always describes what actually ran.
Good to know
- Your connection's card in Settings shows when it last synced. Adding, editing and removing connections is covered in Practice management integration.
- A row your system doesn't record can't be collected. Its tag shows a note when you hover, and you can keep it as a typed row instead.
- Breakdown rows are collected too, and follow every rule on this page. See Breakdowns and the Other row.